Getting Things Done (GTD) with Apple iCal

I don't claim to be an expert at GTD, but I am trying to integrate it more into my routine. I was already using MacOS Mail and iCal for managing my todos, and am trying to map a simple GTD like system on top of it.

First I use the iCal To Dos to keep track of my next action items. High Priority items are things that I expect to get done today. Every morning, I review the Medium Priority items and promote a few to High Priority that I want to get done today. If I want to remember something for later but its not a top priority, I make it Low Priority. When I'm waiting on someone else to complete one of my todos, I move it to No Priority.

In Mail, I created a folder called To Dos. Anytime I create a To Do for an email, I move the email to that folder so its out of my way (I don't need the email reminder because I now have a To Do reminder). When I start working on that item, I know where to find the email if I need it. Periodically, I review the To Do email folder to clear out old items.

Each morning, I read through my new emails and either delete it, delegate it to someone else, deal with it immediately, or create a To Do in iCal. Then I review my schedule for the day and my To Dos and mark the ones as High that I plan on accomplishing today.

High Priority - Deal with it today
Medium Priority - Next on the plate
Low Priority - Backburner
No Priority - Waiting on someone else

If you're currently using iCal to do GTD, I'd love to hear about your experiences!

Comments

[Mark]

Some other ideas for using iCal:

Create a calendar group called "GTD". Under this group great calendars for all you contexts (i.e. Errands, Home etc.). You won't actually use these as calendars, but rather for you tasks. I also like to create one called "Projects". I use this to hold anything that requires multiple steps. Then, I use the notes field to list all the things I need to do. I review this weekly and make sure the next item is on one of the context lists so I get it done. It's also nice to have a Someday/Maybe calendar and instead of the priority method, I use a Waiting for calendar.

You can also create multiple calendar groups making it easy to select a bunch of calendars at once. I have found after trying (and buying) many GTD apps, simply using all the features in iCal works fine. It's one tool and easy to track everything.

[Brad]

Don't you think it would be good if you could edit the Priority labels? Sure, I ought to be able to translate "low" into "waiting", but why can't I just change the label? How hard can that be, Apple?

[Catherine]

Hi,

I am in search to find out how - be able to PRINT the day view on ICAL that will show on RIGHT column my
"to do items without due date" list????
If I go to print my day view on ical - it has to be done on two pages.
Why can't we have the to do list on the right with the list of all day events & timed Events?
I know that they show up because that are events IN the ICAL - but it would serve to see the to do items as well.....FOR Print?

Thanks,
Catherine

[John B. Kendrick]

Sorry I don't have an answer for you, but I wanted to say that I have tried integrating my calendar with GTD and it was just too cumbersome. Recently I came across a great tool called Nozbe, that has worked great for me in converting all my paper planning into one electronic system that I have on my desktop at work and home, and even take with me on my mobile phone. I've written about my experiences in my latest blog post at http://johnkendrick.wordpress.com